Indian Institute of Technology, Bombay

MATERIALS MANAGEMENT DIVISION

Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

Sealed Tenders are invited by the Indian Institute of Technology, Powai, Mumbai. Detailed description of
the item and instructions for submitting your offer can be downloaded from our website:
www.iitb.ac.in/stores/tender. However, a Crossed Demand Draft of Rs.500.00 (Non-refundable) in favour of the
Registrar, IIT Bombay should be submitted alongwith your quotation.

Tender No. 201200435 

Tender dt. 11.06.2012

Advt No. H­14/12­13

Item Description Supply,installation,Testing  & Commissioning  and 5 years operation 
and maintenance of  distributed grid connected 1 MW Solar Photo­
Voltaic Power distribution system at the terrace of different academic 
Building of IIT Bombay

Last date of submission of tender:  05.07.2012 at 1.00 p.m.

Place of Submission Materials Management Division

Tender Type Two Bid System

Technical Clarification Name         :  1. Executive Engg.­ Elect   2. Prof.C.S. Solanki
Dept           :       Elect. Maint Div.              Dept. of Energy Sci. & Engg.
Email          :       [email protected]          [email protected] 
Contact No. :      022­2576 7970                022 – 2576 7895

Any other Clarification Name         :  Dy. Registrar,  Materials Management Division
Email          : [email protected]
Contact No. : 022­2576 8800

Other Terms & Conditions 1. SUBSIDY – The price should not consider any MNRE subsidy as 
the Institute is getting the same subsidy directly from MNRE
2.Earnest   Money   Deposit   of   Rs.   25,00,000   (Rupees   Twenty   Five  
Lacs)must be submitted in the seperate sealed envelope along with the  
quotation.
Opening of tender 5th July 2012 at 3.00 p.m.

Place of Opening Tender Materials Management Division
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

Pre­bid Meeting 27th June 2012 at 3.00 p.m.

Pre­bid Meeting Place Materials Management Division

Two Bid System  :­Tender should be submitted on the schedule to tender and returned with your covering 
letter   in the enclosed form duly signed. Your quotation must be submitted in two envelopes Technical Bid 
and Commercial Bid superscribing on both the  envelopes the tender no. and the due date and both these  
sealed covers are to be put in a bigger cover which should also be sealed and duly superscribed with our 
Tender No. & Due Date.

Yours sincerely,

         Dy. Registrar (MM)
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

TENDER DOCUMENT 
for Indigenous Items
I) GENERAL:

1. Indian   Institute   of   Technology   Bombay   hereinafter   is   referred   as   “BUYER”   and   Tenderer   is 
referred   as   “BIDDER”,   hereby   invites   tenders   from   indigenous   suppliers   confirming 
specifications of tender documents.
2. As   per   Govt.   of   India   Notification   no.   10/97­CE   dt.   1st   March   1997,   IIT   Bombay   is 
exempted   from   Excise   duty   for   SCIENTIFIC   /   TECHNICAL   INSTRUMENTS   WHICH   ARE 
USED   FOR   RESEARCH   PURPOSE   ONLY.  We   shall   provide   all   the   documents   under   this 
notification   to   enable   you   to   clear   the   goods   without   payment   of   excise   duty,   whenever 
required. Please state clearly that this certificate is required. 
3. As per Govt. of India Notification no. 51/96 Custom dtd. 23rd  July 1996, IIT Bombay is 
exempted from Custom duty for all research equipment. We shall provide all the documents 
under   this   notification   to   enable   you   to   clear   the   goods   without   payment   of   Custom   duty, 
whenever required. Please state clearly that this certificate is required.
4. Any new taxes and duties liable on the subject contract due to change in legislation during the 
contract period shall be reimbursed subject to the applicability of the said act to the satisfaction 
of   the   purchaser   and   the   production   of   documentary   evidence   after   availing   of   statutory 
concession, benefits etc.
5. The supplier shall pay and bear all other liabilities, taxes and duties not specifically agreed by 
the Purchaser in the contract.
6. The leaflets catalogue, etc. should be sent invariably so that a proper evaluation of the
equipment offered is possible.
7. Please   also   mention   the   pre­installation   requirements   for   the   equipment   like   ambient 
temperature,   humidity,   weather   specifications,   power   specifications,   etc.   When   items   are 
provided full performance satisfaction should be demonstrated.

II) SUBMISSION OF OFFER:
1. The Quotation  MUST BE ENCLOSED IN A SEALED COVER  superscribing Tender number / due date & 
should reach the undersigned on or before due date mentioned in the tender notice. If the quotation 
cover is not sealed, it will be rejected.
2. Tender  should  be  dropped  in   the   tender   box   kept   in   the   office   of  concerned   Department   / 
Section or to Indenter. No tender is to be handed over to our staff personally unless otherwise 
specified. All communications are to be addressed to the undersigned only. In case due date 
happens to be holiday the tender will be accepted and opened on the next working day.
3. Quoting of Price (s) :  Price quoted should be in Indian Rupees, free delivery at IIT Bombay 
Campus at site.
4. Quantity   :  The   quantity   shown   in   the   tender   can   be   increased   or   decreased   to   any   extent 
depending upon the actual requirement.
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

5. VAT/Other Govt. Taxes : Excise Duty (ED), other taxes, levies, like Service Tax (ST), Education 
Cess,   etc.,   are   to   be   indicated   separately.   BIDDER   should   mention   Central   and   State   Sales 
Tax/VAT Registration, PAN Number are to be necessarily indicated in the offer.

III)   COMMUNICATION   FOR   NONPARTICIPATION   OF   TENDERS:  For   registered   vendors   with   IIT 
Bombay, in case you choose not to participate in the tender a regret letter by way of   fax/letter/email 
may be submitted before the due date duly superscribing “Regret” and tender No. If no communication 
received by the due date and time, it shall be inferred that you are not interested in participation and 
your name is liable to be removed from the vendor's list.

IV) DELIVERY : The successful BIDDER should deliver the material as per tender document/purchase 
order.

V)   SUPPLEMENTARY   OFFER/MODIFICATION   OF   ORIGINAL   OFFER:  Tender   submitted   against 

Notice   Inviting   Tender   (NIT)  shall   not   be   returned   in   case   the   tender   opening   date   is 
extended/postponed.   BIDDER   desirous   to   modify   their   offer/terms   may   submit   their   revised/ 
supplementary offer (s)  within  the  extended  Tender   Opening  Date  (TOD)   by  clearly  stating  to the 
extent of updation done to the original offer. The purchaser reserves the right to open the original offer 
along with the revised offer.

VI)   CANCELLATION   OF   TENDER:  Not   withstanding   anything   specified   in   this   tender   document, 
Purchaser / IIT Bombay in his sole discretion, unconditionally and without having to assigned any 
reasons, reserves the rights:
a) To accept OR reject lowest tender or any other tender or all the tenders.
b) To accept any tender in full or in part.
c) To reject the tender offer not confirming to the tenders terms.
d) To give purchase preference to Public Sector undertakings when applicable  as per Govt. Policy/ 
Guidelines.

VII) TERMS OF PAYMENT :
1.  Payment   within   30   days   from   the   date   of   delivery   and   &   Acceptance   Certificate   of   concerned  
Department ..
2. Payment shall be made by Cheque or such other mode / electronic fund transfer offered by the Bank.
3. Octroi charges will be reimbursed only if Original Receipt is submitted to IIT Bombay.

VIII) VALIDITY OF THE OFFER : 180 Days from the date of submission of offer.

IX) EVALUATION OF OFFER :
1. IIT Bombay evaluate technical and commercial acceptable offers on landed net Price basis.
2. Offer which deviates from the vital conditions (as illustrates below) of the tender shall be rejected:
a) Non­submission of complete offers.
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

b) Receipt of offers after due date and time and or by email / fax (unless specified otherwise).
c) Receipt of offers in open conditions.
3. In case any BIDDER is silent on any clauses mentioned in this tender documents, IIT Bombay shall 
construe that the BIDDER had accepted the clauses as per the invitation to tender no further claim will 
be entertained.
4. Price quotation should be given in the Price Bid format.
5. No revision in the terms and conditions quoted in the offer will be entertained after the last date and 
time fixed for receipt of tenders.

X) SPECIFICATION AND SAMPLES :  The   suppliers  shall  supply the  stores  in  accordance  with  the 
specifications/ descriptions of stores given in the acceptance of tender. The Purchaser reserved the 
rights to alter the description of stores including drawings given in the acceptance of tender. In the 
event any such alteration result in any implication to the deliver and price, such implication shall be 
mutually agreed between the Purchaser and supplier. In case certified sample has been issued by the 
Purchaser and the Specifications / Drawings also exist in the acceptance of tender then the certified 
sample will govern the supply to the extend of material, workmanship and finished.

XI) LIQUIDATED DAMAGES : Timely delivery is essence of the contract and hence if any consignment 
be delayed, liquidated damages at the rate 0.5% of the price of the delayed consignment, for each week 
or part whereof shall be levied and recovered subject to maximum of 5% of total purchase order value.

XII) TRANSFER AND SUBLETTING : The seller shall not sublet, transfer, assign or otherwise part with 
the acceptance to the tender or any part thereof, either directly or indirectly, without the prior written 
permission of the Purchaser.

XIII) GUARANTEE/WARRANTY :  Supplies should be guaranteed/warranted for 12 months from the 
date of Installation.

XIV) FORCE MAJEURE : Force Majeure will be accepted on adequate proof thereof.

XV) SUPERVISION OF ERECTION & COMMISSIONING : Successful BIDDER shall depute concerned 
specialist, for supervision of erection & commissioning of the machine to be carried out. The successful 
BIDDER shall make necessary arrangement at their own expenses for stay, transport and other expenses 
of their specialist during their stay in Mumbai which also includes imparting training to IIT Bombay 
personnel.

XVI) TRAINING : The BIDDER shall submit training proposal for the operation and maintenance to
the personnel of IIT Bombay on the offered machine.

XVII) LEGAL MATTER : All Domestic and International disputes are subject to Mumbai Jurisdiction
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

Only.

XVIII) THE EMD/BID MONEY SHALL BE FORFEITED:  

1. If a tenderer withdraws or modify his bid during the period of bid validity specified by the 
tenderer.

2. In case of successful tenderer, if the tenderer fails to furnished performance guarantee bond in 
acceptance with clause of the tender documents.

XIX) Additional Terms & Conditions:

There will be pre­bid meeting with presence of all the participating tenders.

The Invertor &  SPV Panels will be inspected at factory before despatch. The agency has to     
           provide QAP before inspection call. Also the agency has to make all arrangement  for factory  
           inspection.

The supplier has to submit the detailed design drawing and specifications of the system with the 
Technical Bid.

Enclosed : a. Site Data sheet i.e. aprox. Roof space area
                            b.   Integrity Pact
                            c.   EMD & PBG format
     d.  Technical specifications.
     e.  Drawings
   

All communications are to be addressed to the undersigned only.

Yours faithfully,

         Dy. Registrar (MM)
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

Technical Bid – Part I

PREQUALIFICATION CRITERIA
1. The tenderer must be manufacturer and/systems integrator(EPC Vendor)of Solar
Photo-Voltaic Power Distribution system duly approved by Ministry of New and
Renewable Energy (MNRE), Govt. of India & BIS.

2. Only those tenderers will be eligible to participate who have installed satisfactorily at
least Two nos. of 1MW grid connected Solar Photo-Voltaic Power Distribution system
during the last Two years. Documentary proof on this shall have to be submitted by
tenderer.

3. The agency should have executed satisfactorily the same type of work in a single order
not less than 12.5 Crore in last two years. The documentary proof with order copy &
satisfactory completion certificate is required

4. The Tenderer should have valid CST / VAT registration certificate and latest VAT
Clearance Certificate from Trade & Tax Deptt., a copy of which should be enclosed.

5. The Tenderer should have adequate financial stability and status to meet the financial
obligations pursuant to the scope of works. Last year’s audit report/balance sheet by
CA should be enclosed.

6. The Tenderer should have at least one technical maintenance and support base
for post installation services facilities in Mumbai to achieve the 48 hours response
time. The details of which should be enclosed.

7. The tenderer should have sufficient technical skilled manpower having requisite
experience to develop and implement customized Solar Photo-Voltaic Power
Distribution system

8. The bidder shall furnish the certificate and details of its eligibility required under this
Clause in the prescribed format .

9.    The agency should have minimum turnover of Rs. 50 crores per year from the Solar
Photo-Voltaic Power Distribution system business in the last financial year. Documentary
proof to that effect is required to be submitted.

(Page 1 of 2)
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

10. Bank Solvency Certificate for 12.5 crores will be required.

11. Any Joint Venture/Consortium will not be acceptable.

12.If the agency has CRISIL/CARE rating or is channel partner of MNRE or has ISO
accredition,the same may be clearly mentioned in technical bidding.

(Page 2 of 2)
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

Technical Bid – Part I

Company details for Pre - Qualification criteria
(On applicant Company/leading company’s Letterhead)

The Dy Registrar (MM),

IIT Bombay,
Powai. Mumbai
Sub :Tender for Supply.Testing & Commissioning of 1 MW Solar Photo-Voltaic Grid
Connected Power Distribution system at IIT Bombay.
Dear Sir,
We would like to clearly state that we qualify for this work as our company meets all the eligibility
criteria of the tender. The details are as under:
Eligibility Criterion Details
Financial year /Rupees in Crores
Year Rupees in Crores

2011-12
1. Turnover of the company during the last three years. 2010-11
(Attach necessary documentary proofs, Balance Sheets, 2009-10
audit reports, etc.)
2. Solar Photo-Voltaic Business turnover of the company 2011-12
during the last three years. (Attach necessary documentary 2010-11
proofs, Balance Sheets, audit reports, etc.) 2009-10
3. Copy of the Certificate of Incorporation with the copy ofYes/No
Articles and Memorandum of Association
4. Address and contact numbers of technical support office in
Mumbai
5. Number of key persons who have sufficient experience in(No. of Persons)
Solar Photo-Voltaic Power Distribution system along with
the Organizational Chart. (Attach separate statement
indicating names, qualifications, experience and skills sets
and details of projects handled)

6.Whether at least one similar projects of value worthYes/No

Rs.12.5 Crore has been successfully completed nationally
/globally in last two years (Enclose the list of projects and attach
necessary documentary proofs alongwith addresses &
telephone numbers of clients nationally/ globally.)

7. Whether you have proven experience in the field ofYes/No

development of customized Solar Photo-Voltaic grid
connected Power Distribution system.
(Enclose the list of projects and attach necessary
 Indian Institute of Technology, Bombay
MATERIALS MANAGEMENT DIVISION
Direct : (+91-22) 2576 8800 (DR) / 8803 (Local) / 8804 (Import)
8805 (Enquiry & Bill tracking), 8802(Progress)
Email : [email protected], [email protected]

Eligibility Criterion Details

documentary proofs.)
8. Whether draft Agreement has been attached or not? Yes/No
9. Whether Two nos. Solar Photo-Voltaic grid connected Yes/No
Power Distribution system has been installed during the last
02 (Two) years.(Provide details)
10. Whether Bank Solvency Certificate for Rs. 12.5 crore is Yes/No
attached

We understand that if the details given in support of claims made above are found to be untenable or
unverifiable or both, our bid may be rejected without any reference to us.

Yours sincerely

(Signature, Name, designation, contact address and

telephone number of the authorized signatory)

Seal